Room Booking Application
Full name and address and contact telephone number of hirer.
Booking requirements:
Date(s) / Start Time / End Time / No of hours / Cost per hour / Total CostRoom requirements:
Main HallStage and Dressing RoomsKitchen and Supper RoomsOther (please state):
Description of event (please indicate the nature of the event, the approximate number of persons attending and whether the event is commercial, fund raising, charitable or private etc).
I have read and understood the conditions of hiring the facilities and have been informed of the relevant scales of charges as set below. I hereby agree to pay the proper charges for the facilities required 14 days prior to my booking and to abide by and conform to the conditions of letting.
Signed …………………………………………………………………………………………………………..
State the address to be invoiced if different from aboveor state method of payment:
Return of this form does not guarantee the booking applied for:
Please return completed form to:Beverley Workman or Gary Carr
For office use only
Date received______/______/______
Method of payment (to be invoiced 14 days prior to day of event(unless a prior arrangement is made and recorded above)
CONDITIONS OF LETTING
1.DEFINITIONS
- ““The Management” means: Gateshead Council
- “The Hirer” means any person, club, group, body or other organisation identified on booking form and includes any committee or other governing body of the organisation, its officers, members, servants, agents, employees, temporary members and guests.
- “The Premises” means those parts of Emma Memorial Hall identified on the application form and includes fixtures, fittings and equipment.
2. RIGHT OF ENTRY
The right of entry to all parts of the premises is reserved at all times to Council members, officers and employees, to the Chief Constable of Northumbria Police, to the Chief Fire Officer for the area and their duly authorised agents or assistants.
- PAYMENTS
An agreed payment must be paid in advance when the hirer’s application has been approved. No event will be deemed as booked until such payment has been paid on receipt of an invoice and an official receipt has been obtained.(Unless a prior agreement is made with the Management)
4.SUB-LETTING
The facilities are solely for use by the Hirer who shall not sub-let or assign them to anyone else.
5.CANCELLATION BY THE MANAGEMENT
In the event that:
a)The Management considers the hiring of the premises is or is likely to be of an objectionable or detrimental nature
a)The occurrence of any circumstances over which the Management have no control render the premises unavailable on the day/days on which the booking is made
b)The premises are required by a Returning Officer for a Parliamentary, Municipal or other Election or the Council need the premises for any Council business whatsoever then the booking of the premises may be cancelled. As much notice as is reasonably possible will be given to the Hirer. The Management will endeavour to provide suitable alternative accommodation.
c)If alternative accommodation is unavailable or the premises are unable to be let for the reasons outlined in (a) and (b) above the Management may cancel the booking without payment of compensation to the Hirer. Any charge paid in advance will be repaid to the Hirer.
6.CANCELLATION BY THE HIRER
The Hirer will inform the Management in writing of any cancellation or other significant change not less than seven working days before the date of the intended hiring. In the event of the Hirer failing to do so, The Management may forfeit the Hirer’s payment/deposit (if any) and/or make a further claim against the Hirer. The booking will not be deemed to be cancelled until after the applicant has been notified by the Management in writing.
7.OTHER BOOKING INFORMATION
The Hirer should submit a hire application form not less than fourteen working days before the premises are required.
a)No meeting or event or other assembly must be publicly announced or advertised to take place on the premises until the deposit has been paid and the booking confirmed.
b)In certain cases the Management may agree to waive the normal hiring charges although the other conditions of this contract will still apply.
c)The conditions of contract are binding on the Hirer from the date the Management accepts the application; and
d)The Conditions regarding care of the premises are binding on the Hirer throughout the time the Hirer is in actual occupation.
e)The Hirer shall not occupy the premises for a longer period than set out in the approved application and shall make allowance in that period for all activities including preparation, setting up, dismantling and removal of all equipment.
f)The hirer must not run over their booked time, preventing other user’s access to/usage of the premises. Additional charges may be levied to account for additional usage or compensate other users’ loss of time.
g)If the premises are booked for a number of consecutive evenings then, provided written permission is granted by the Management, equipment may be stored in the premises at the Hirer’s own risk.. NOTE A fee may be charged for storage
h)The Management may direct that certain facilities or items of equipment shall be operated only by members of their staff. The Hirer is responsible for ensuring that any such directions are obeyed.
i)The Management may expel or arrange for the expulsion from the premises of anyone who behaves in a disorderly, indecent or drunken manner.
j)With the exception of guide dogs no other animal shall be allowed into the premises unless prior permission of the Management is given in writing.
- INSURANCE
The Management accepts no liability whatsoever for any accident, loss, damage or other claim which may arise there from (unless such loss or damage is caused by the negligence of the Management) or from any misuse of the Premises by the Hirer, and the Hirer agrees to indemnify the Management against any such claim or liability. In support of such Indemnity the Hirer shall if required, take out and maintain sufficient insurance, and shall produce to the Management if requested, evidence of such insurance.
The Management strongly recommends the Hirer seek professional advice on insurance.
12.BAR/CATERING RETAIL
a)The Hirer or anyone on his behalf shall not sell alcohol or tobacco on the premises.
b)The Hirer shall not engage private caterers without first obtaining the written consent of the Management.
13.CARE OF PREMISES
The Hirer shall at all times:
a)Not bring onto the premises any flammable or dangerous substance or material without specific permission
b)Make suitable arrangements with the management for the attendance of police officers at the premises if and when appropriate
c)Not use the premises for any unlawful or immoral purpose
d)Not allow betting on the premises
e)Not damage or alter any part of the premises or equipment or place any undue strain on the premises or its existing services (for example, overloading electrical circuits)
f)Provide adequate first aid arrangements
g)Comply with any instructions given by the Management in connection with the premises including any furniture equipment display or performance whether or not any such items is provided by the Management or otherwise and in particular;
(i)furniture is not to be moved except with the permission of the Management
(ii)no display material may be affixed in any way to walls, fittings or furniture other than to notice boards provided for the purpose
(iii)exits and gangways must not be obstructed in any way
h)Adhere to all statutory requirements applying to the Premises e.g. fire regulations, safety certificates and public entertainment licences
i)Remove promptly at the end of the hiring all items brought onto the Premises by or on behalf of the Hirer and generally to leave the premises in a tidy and reasonable condition.
In the event of the Hirer failing to observe and perform the conditions set out in this clause the hiring may be terminated forthwith and the Hirer shall be required to leave the premises immediately and the Management reserves the right to make such further claims against the Hirer as may be appropriate.
14.LICENCES
The use of the premises for a public performance of any nature is conditional on the Hirer obtaining the agreement of the Management and obtaining any necessary licences (for example, a temporary theatre licence must be obtained at least seven days before the date of the intended hiring). In the event of the Hirer using any playing or recording equipment at the function, the Hirer shall be responsible for the payment of any fees to the appropriate organisation e.g. The Performing Rights Society. The Management Committee will need confirmation in writing.
- SAFEGUARDING
The hirer shall be responsible for obtaining any necessary checks for paid staff and volunteers engaged by the hirer for the care, supervision or instruction of children, young persons and vulnerable adults (for example through the Disclosure and barring Service( DBS)). The management Committee with ask for evidence of this in all cases as this is good practice in accordance with Government guidance.
16.PARKING
The Management shall not be responsible for the provision of parking facilities in connection with any event organised by the Hirer. The Management will not accept responsibility for loss or damage to any vehicle or articles left in any vehicles. All Hirers should request their users to park legally and considerately.
17.ADVERTISING
The Management reserve the right to approve any matter including advertisements for inclusion in programmes relating to events to be held at the premises. The Hirer shall be responsible for ensuring that any such material is made available to the Management for inspection prior to its release. No photography, video or film may be taken in the premises for commercial purposes or press or public reproduction without the consent of the Management.
18.SPECIAL CIRCUMSTANCES
The Hirer will draw to the Management’s attention any circumstances which require special arrangements being made or involving additional costs to the Management. Failure to do so may result in the hiring being cancelled. In such an event, the Management cannot accept any liability for any other expenses which the Hirer may have incurred in the course of the hiring.
19.VARIATIONS
The Management reserves the right to vary the regulations and conditions of the hiring charges from time to time at its sole discretion.